Table Of Contents. Employees and Scheduling. Tender Tracking and Transactions

Transcription

1 Copy r i ght Or c hi di sar e gi s t e r e dt r a de ma r kofda y Sma r t Sof t wa r e

2 Table Of Contents Chapter 1: Chapter 2: Chapter 3: Chapter 4: Chapter 5: Chapter 6: Chapter 7: Chapter 8: Chapter 9: Chapter 10: Chapter 11: Chapter 12: Chapter 13: Chapter 14: Chapter 15: Chapter 16: Welcome Database Controls Employees and Scheduling Services Products and Inventory Clients Appointment Book Tender Tracking and Transactions Marketing Messaging Payroll Accounting Reporting Networking Web Features Appendix

3 Welcome to Orchid Medical Spa Software getting to know the basics of the software Getting Started This User's Guide can be accessed at any time through Orchid Medical Spa Software by going to the Help drop-down menu and selecting Table of Contents or View User's Guide. Orchid Medical Spa Software is a powerful, easy to use software program designed especially for medical spas, laser hair removal clinics, centers that offer wellness treatment and yoga, and other businesses that offer outpatient cosmetic procedures (Botox, chemical peels, facials, etc.). Orchid Medical Spa Software updates and prepares reports for clients, products, services, payroll, mailing, ordering, employees, and much more. Orchid Medical Spa Software provides the capability to customize database information and displays for use in a wide variety of business applications. Orchid Medical Spa Software supports the following additional features: Integrated credit card processing with full support for all major credit cards Online appointment booking that allows your customers to book appointments via Internet Remote and mobile access QuickBooks integration Importing data files from other programs Exporting data to other programs Visit our website at for the latest information and new features. Installing Orchid Medical Spa Software 1. Insert the Orchid Medical Spa Software CD into the CD/DVD ROM drive. The installation process should begin. 2. If you do not have a CD, download the software from and click the Click to download free trial link to start the download of the software. 3. The InstallShield Wizard screen will appear. Click Next. 4. The License Agreement screen will appear. Please carefully and slowly read over the license agreement. If you wish to accept the terms in the license agreement, select I accept the terms in the license agreement and click the Next button. If you do not accept the terms, Orchid Medical Spa Software will not install. 5. Leave the default destination folder as C:\Program Files\Orchid Medical Spa Software\ and click Next. 6. Click the Install button. Orchid Medical Spa Software will also automatically install SQL Server. This process may take some time. 7. Click the Finish button. 8. The Orchid Medical Spa Software icon will now appear on your computer's desktop. Double-click on the Orchid Medical Spa Software icon. 9. The First Time Setup screen will appear. If you are using the trial version select Use the trial (free) version. If you are using a purchased version of Orchid Medical Spa Software select Register. Chapter 1: Welcome - Page 1 / 20

4 Chapter 1: Welcome 10. Click the OK button. 11. The Register screen will appear. Enter your business name and the serial number that was provided to you when you purchased Orchid Medical Spa Software. This serial number can be found on your invoice. Be sure to keep your serial number in a safe place and do not lose it. 12. Click the OK button. 13. The Registration Successful screen will appear. 14. Click the OK button. 15. Select which type of database that you would like to start with. You can select either of the following choices: Sample Database: select this choice if you would like to start using Orchid Medical Spa Software with some sample clients, products, and appointments. We recommend using the sample database with the trial of Orchid Medical Spa Software Blank Database: select this choice if you would like to start using Orchid Medical Spa Software with a totally blank database 16. Click the OK button. If multiple copies of SQL are detected on your computer the Select Server screen will appear. If this is the case, press the Auto Setup button. Select the correct instance of SQL to connect to and press the OK button. 17. You are ready to begin using Orchid Medical Spa Software. 18. After you register Orchid Medical Spa Software, it will need to be activated. The next time you close and reopen Orchid Medical Spa Software, it will walk you through activation. You can activate via Internet or via phone. Complete the step-by-step instructions that are that are shown on the Orchid Medical Spa Software screen. Follow the instructions for activation. If you are on a payment plan, you are not required to activate until you complete the payment plan. If you are leasing the software, you are not required to activate the software. If you are leasing you will receive a new temporary serial number each month. If you are on a payment plan you will receive a new temporary serial number each month until the software is paid in full. When your payment plan is complete or when you pay for the software in full you will receive a permanent serial number. For instructions on setting up, installing Orchid Medical Spa Software and setting up network connections, please refer to the Networking section of this User's Guide for instructions. Registering the Trial: if you have been using the trial version of Orchid Medical Spa Software, after you purchase (visit for purchasing information) you will receive a serial number. This number will unlock the trial mode and allow you to enter more information than what is limited in the trial version. 1. Install Orchid Medical Spa Software as explained above. 2. Select Register from the Help drop-down. 3. Enter the name of the person or company that purchased the product. 4. Enter your serial number and click OK. If a notice appears that states your serial number is invalid, you should check the date and time on your computer's Windows settings, double-check the number, and try again before calling technical support. After you register Orchid Medical Spa Software, it will need to be activated. The next time you close and reopen Orchid Medical Spa Software, it will walk you through activation. Chapter 1: Welcome - Page 2 / 20

5 Chapter 1: Welcome If you had entered information in the trial mode, all of the information will be saved and you can begin entering additional clients. Creating a New Database: once the software is registered you are ready to create a custom database. The database contains a list of all your employees, products, services, clients, appointments, and sales transactions. Whenever you restore a database, or create a new blank database your current information including all clients, tickets, products, services, etc. since the last back up will be overwritten by the backup you are restoring, or the new database you are creating. 1. Select Database Controls from the File drop-down menu. 2. Select one of the following choices: New Sample Database: create a new database with sample clients, products, services, and sales transactions. The sample entries will help you quickly become familiar with some of the features in Orchid Medical Spa Software. This is the best option to select if you have never used Orchid Medical Spa Software before New Blank Database: create a database that contains no sample information 3. With the database created you can begin entering data in any of the following information categories: employees, products, services, clients, gift certificates, coupons, and sales transactions (tickets). Refer to the appropriate sections of this User's Guide for more information on each of these topics. It is recommended that you save daily backups of your database to USB memory sticks, external hard drives, or some other form of removable media. This will aid in the prevention of lost database information in the case that something happens to your computer or your computer s hard drive. If your computer is currently connected to the Internet by phone modem, cable modem, DSL or some other means, Orchid Medical Spa Software can automatically check for available updates or if you are currently using the newest available version. 1. Select Check for Update from the Help drop-down menu. 2. Click the Yes button to check for the update, then follow the prompts to update Orchid Medical Spa Software. Customizing and Configuring Orchid Medical Spa Software Orchid Medical Spa Software allows you to customize the headings and icons you want displayed on each screen, i.e. on the Clients screen you can select to display the client name and address, or you can display the client name and phone number. 1. Go to the appropriate screen. 2. Click Customize View under General Options on the left-hand side. 3. The Customize View screen will appear. 4. The items shown on the left in the Available column are items available to display. Items shown on the right in the Display column are what will be displayed on that screen. 5. Use the Add and Remove buttons to add or remove items as desired. 6. Click the Move Up and Move Down buttons on the right of the screen to organize the items. 7. If you make a mistake you can click the Restore to Default button to restore default settings. 8. Click OK to save the changes. Chapter 1: Welcome - Page 3 / 20

6 Chapter 1: Welcome 9. Repeat the steps for each screen that you would like to customize display settings on. Customize the Toolbar: customizing the toolbar allows you to format the icons displayed at the top of Orchid Medical Spa Software, i.e. you can display the Packages icon for convenient access, or remove it if your business does not offer packages. 1. Select Customize Toolbar from the Tools drop-down menu. 2. In the Available Icons column select the icons you would like your main screen to display. You can select from the following: Welcome: navigate to the welcome screen Apt Book: navigate to the appointment book Tickets: navigate to the tickets screen Clients: navigate to the clients screen Client Info: open the client info screen Products: navigate to the products screen Services: navigate to the services screen Packages: navigate to the packages screen Employees: navigate to the employees screen Schedule: navigate to the schedule (schedule both employees and resources) Marketing: navigate to the marketing screen Messaging: navigate to the messaging screen Totals: run the Sales Total and Taxes report Mailing: run the Mailing report Payroll: run a new Payroll report Passwords: open the password controls screen Resources: navigate to the resources screen Reminders: navigate to the reminders screen Wait List: navigate to the wait list screen Gift Certs: navigate to the gift certificates screen Ledger: navigate to the general ledger screen Barcode: open the barcode label printing screen Ordering: navigate to the ordering screen Options: open the options screen Quotes: navigate to the quotes and invoices screen POs: navigate to the POs screen Tips: navigate to the tips screen Out: password log out (password protection needs to be enabled) Exit: exit Orchid Medical Spa Software Log In: log in to the time clock Log Out: log out of the time clock Onling Booking: open Online Booking settings screen (Online Booking needs to be enabled) Cash: open the cash drawer Coupons: navigate to the coupon screen QuickBooks: navigate to the QuickBooks integration screen Chapter 1: Welcome - Page 4 / 20

7 Chapter 1: Welcome CC Trans: navigate to the credit card transactions screen Apt Check: check for online appointment requests (Online Booking needs to be enabled) 3. You can use the Select All or Deselect All buttons to check or uncheck all the icon boxes. 4. Use the Move Up and Move Down buttons to change the order of how the icons are displayed. The top-most icon will be the left-most icon on the toolbar. 5. If you make a mistake you can click the Restore Defaults button to restore the default settings. 6. Check or un-check the following items In the General section as desired: Show Toolbar: display the toolbar Show Tool Tips: display a descriptive phrase when a mouse is over an icon Show Captions: display a description under each icon 7. Click OK to save the changes. Configuration: many features in Orchid Medical Spa Software require an account to be configured before they can be utilized: reminders, marketing, ing purchase orders, etc. 1. Select Reminder Configuration from the Tools drop-down menu. 2. The Reminder Configuration screen will appear. 3. Click the Setup button located in the lower left-hand corner. 4. The Setup screen will appear. 5. In the From section, type in the Name and Address that your clients will see when they receive an In the Account section, type in the SMTP Server, User Name, Password, and Port Number. Your e- mail provider can give you this information. The provider is the company you signed up with to get your address, i.e. for a Gmail account the provider is Google Mail. 7. Depending on whether or not the provider supports SSL, check or uncheck the box labeled Enable SSL. 8. Click the Send Test button and see if it works. the Orchid Medical Spa Software Software Inc. Technical Support department at support@daysmart.com if you are having trouble configuring your settings. 9. If you would like to allow your customers to add an appointment reminder to their Google Calendar, you can fill out your Business's information in the Google Calendar Appointment Reminders section. The Google Calendar Event's Location will be populated with your business information. 10. Click OK to save the settings. Options Overview The Options screen is accessed by selecting Options from the Tools drop-down menu. The Options screen contains the following tabs and topics: 1. General: customize styles, the welcome screen, and gift card usage. 2. Hardware Setup: configure your crash drawer, receipt printer, and other hardware options. 3. Credit Card Processing: configure integrated credit card processing and credit based tips. 4. Scheduling: customize scheduling and appointment book options. 5. Tickets: customize ticket information, how they are printed, and discount options. 6. Clients:customize general client settings, picture options, and client document tracking. Chapter 1: Welcome - Page 5 / 20

8 Chapter 1: Welcome 7. Taxes and Other: configure product and service sales tax, client information security settings, and database backup reminders. Options - General Tab Startup and Style: customize the way Orchid Medical Spa Software starts and its overall appearance. 1. Click the Startup button. 2. The Startup Options screen will appear. Check or uncheck the following boxes as desired: Start Orchid Medical Spa Software when Windows starts: launch Orchid Medical Spa Software when the computer is turned on Show Tip of the Day: display "Tip of the Day" when Orchid Medical Spa Software starts Automatically check for updates every day(s): choose how often the software checks for updates 3. Select the screen that will be shown when Orchid Medical Spa Software starts from the drop-down box next to Startup screen. 4. Click the Select button next to the Country field and select your country. 5. Click OK. 6. Click the OK button to return to the General tab of the Options screen. 7. Click the Style button. 8. The Visual Style Options screen will appear. 9. A style can be chosen from the Visual Style drop-down menu to provide a customized look and feel to Orchid Medical Spa Software. There are many to choose from, so choose the one that looks best to you. Visual Style can also be changed directly from the Tools drop down menu. 10. Click the OK button to return to the General tab of the Options screen. Welcome Screen: configure the features that are available on the Welcome screen side bar. 1. Click the Welcome Screen button. 2. The Welcome Screen Configuration screen will appear. 3. Check or uncheck the following options as needed: Show the sidebar on the Welcome screen Allow employees to access Facebook to view a list of friends, statuses, and set status updates Allow employees to change the account signed into Facebook once it has been set up Allow employees to access Twitter to view recent tweets of users being followed and post new tweets Allow employees to change the account signed into Twitter once it has been set up Show Today's Sales Summary section on the Welcome screen 4. Click the OK button to return to the General tab of the Options screen. Gift Cards: configure the way gift cards are reused and sold. 1. Click on the Gift Card Setup button. The Gift Card Options screen will appear. 2. Under the Gift Card Reuse section check the box that says Allow gift cards to be re-sold to a different client after the balance reaches zero if you would like to reuse, or resell gift cards once Chapter 1: Welcome - Page 6 / 20

9 Chapter 1: Welcome they reach a balance of zero. 3. Under the Batch Pre-Sale/Promotional Give-a-Way section clicking the Batch Pre-Sale button will define a set of gift cards as sold without manually having to create a separate ticket for each card. This is useful when you want to give away a group of cards for a special sale or promotion. Cards selected when using this feature will not appear as income in the Totals report. a. Enter the starting ID of the gift card batch, i.e. 1000, and click OK. b. Enter the ending ID of the gift card batch, i.e. 1500, and click OK. c. Enter the amount of money to assign to each gift card, i.e. $5.00. d. When prompted by the Confirm screen select Yes to continue. 4. Under Gift Card Expiration select the desired settings for when you would like your gift cards to expire. Automatically assign an expiration date to a gift card when it is sold: automatically sets the expiration date of a gift card to day(s) from the original sale date Expiration dates must be assigned to gift cards: gift card sales cannot be completed without entering an expiration date 5. Click OK to return to the General tab of the Options screen. Status Log: view options pertaining to the status log. 1. Click the Status Log Options button. 2. The Status Log Options screen will appear. 3. The following options can be performed with the Status Log: View the Status Log: view the Status Log on your computer Print the Status Log: print a copy of the Status Log Clear the Status Log: delete the information in the Status Log Send Status Log to Orchid Medical Spa Software Software: send the Status Log to Technical Support for review 4. Click OK to return to the General tab of the Options screen. Options - Hardware Setup Tab Cash Drawer: set up and configure your cash drawer. 1. Before configuring your specific cash drawer, choose how you would like your cash drawer to operate from these three settings: a. Open the cash drawer when a ticket is closed: after closing a ticket and completing a transaction the cash drawer will open. The cash drawer can only be opened from the computer that it is connected to. b. Display a pop-up message after opening the cash drawer: a pop-up will appear after the cash drawer is opened showing the tender and the change, if applicable. c. Open cash drawer when settling tips: if tips are not withheld and are settled with money from the till, the cash drawer will open at the time the tips are settled. 2. Click the Configure Cash Drawer button. 3. The Configure Cash Drawer screen will appear. 4. Choose the appropriate cash drawer settings from below: Chapter 1: Welcome - Page 7 / 20

10 Chapter 1: Welcome a. I do not have a cash drawer: if the business does not have, or does not use a cash drawer through the software. b. My cash drawer is connected to a USB receipt printer: if the cash drawer does not connect directly to the computer, and is instead connected to a USB receipt printer. Orchid Medical Spa Software officially only supports Epson receipt printers. Other USB receipt printers do work with Orchid Medical Spa Software, but they are not guaranteed. i. Make sure that your USB receipt printer is on and working properly. Drivers for USB receipt printers need to be installed before the printer or cash drawer will work. ii. Plug the cash drawer into the receipt printer using the cord that looks like a phone cord. This cord has a label at each end indicating which device it should be plugged into. iii. Make sure the Opening Sequence is correct. In most cases the default sequence is correct. If it is not correct, the Opening Sequence can usually be obtained from the manufacturer of the cash drawer. iv. Click the Test Open Drawer button. v. If the drawer does not open check the enable legacy support box. vi. Click the Test Open Drawer button. vii. Click OK to return to the Hardware Setup tab of the Options screen. c. My MMF cash drawer is connected directly to the computer using a USB cable: if the MMF brand cash drawer is connected directly to the computer through a USB connection. i. Begin with Orchid Medical Spa Software closed on the computer. ii. Connect the power cable to the back of the cash drawer, and then plug the other end of the cable into a power outlet. iii. Connect the MMF cash drawer to your computer by connecting the USB cable to a USB port on your computer. iv. Open the software and return to the Configure Cash Drawer screen. v. In the USB DIP Switch Number field enter a 1. vi. vii. Click the Test Open Drawer button. If your drawer does not open, review your USB DIP switch number settings in greater detail. On the back of the MMF USB interface cash drawer there are four small switches called DIP switches. DIP 1 should be in the Up, or OFF position, and DIP 2, DIP 3, and DIP 4 should be in the Down, or ON position. If for some reason your drawer was shipped to you with the DIP switches in positions other than described, unplug your cash drawer from the computer and make sure that you do not have the software open. Change your DIP positions to what is recommended above, plug the cash drawer back into the USB port on your computer, and test the connection. viii. Click OK to return to the Hardware Setup tab of the Options screen. d. My APG cash drawer is connected directly to the computer using a USB cable: if the APG brand cash drawer is connected directly to the computer through a USB connection. i. Begin with Orchid Medical Spa Software closed on the computer. ii. iii. Connect the power cable, normally black, to the back of the cash drawer by plugging it into the power jack, and then plug the other end of the cable into a power outlet. Connect the APG cash drawer to your computer by connecting the USB cable, normally grey or tan, to a USB port on your computer. The USB cable may already be attached to the back Chapter 1: Welcome - Page 8 / 20

11 Chapter 1: Welcome of the cash drawer. iv. Open the software and return to the Configure Cash Drawer screen v. Click the Test Open Drawer button. vi. Click OK to return to the Hardware Setup tab of the Options screen. e. My cash drawer is connected to the serial port or is connected to a serial Epson receipt printer: if the cash drawer is connected directly to the computer through a serial connection, or if the cash drawer is connected to a serial Epson receipt printer. i. Automatic Setup: 1. Connect the cash drawer to the nine-pin serial port on your computer. 2. If the cash drawer connects through a serial receipt printer, plug the cash drawer into the receipt printer using the cord that looks like a phone cord. 3. Click the Auto Setup button. 4. The Cash Drawer Setup Wizard will appear. 5. Click the Next button. 6. Orchid Medical Spa Software will be try different combinations of COM Port options on your computer. Each combination will be tried for 5 seconds until all forty combinations are explored. 7. Click the red Stop button once your cash drawer opens. 8. Click OK to complete the setup. 9. Click OK to return to the Hardware Setup tab of the Options screen. ii. Manual Setup: 1. Connect the cash drawer to the nine-pin serial port on your computer. 2. If the cash drawer connects through a serial receipt printer, plug the cash drawer into the receipt printer using the cord that looks like a phone cord. 3. Enter the appropriate communication settings. With the exception of the COM Port #, the communication information should be provided by the manufacturer of the cash drawer. The COM Port # is determined by your Windows and hardware settings. COM Port # Baud Rate Parity Data Bits Stop Bits Opening Sequence 4. You can click the Reset to Default Values button if you would like to reset the values. 5. Click the Test Open Drawer button. 6. Click OK to return to the Hardware Setup tab of the Options screen. Receipt Printer: set up and configure your receipt printer. 1. Before configuring your specific receipt printer, choose how you would like your receipt printer to operate from these six settings: a. Print receipt when ticket is closed: a receipt will print after every ticket closes. A client and merchant receipt will always print following a credit card transaction. Chapter 1: Welcome - Page 9 / 20

12 Chapter 1: Welcome b. and second copy: a second copy of the receipt will print for company records. c. Include employee name: the employee's first name will print on the receipt. d. Include employee last name: the employee's last name will print on the receipt. e. Include stock number: the stock number of products will print on the receipt. f. Include currency symbol: currency symbols will print on the receipt. 2. Click the Configure Receipt Printer button. 3. The Configure Receipt Printer screen will appear. 4. Settings: choose the appropriate receipt printer settings from below: a. Use default Windows printer: print from the default printer assigned through your Windows Devices and Printer settings. i. Check to make sure you have a printer installed and selected as the default. This can be any 8.5" x 11" printer or receipt printer that you have set as the default. 1. Click the Start button in the lower, left corner. 2. Go to Control Panel. 3. Open Devices and Printers. 4. Right-click on the printer you would like as the default. 5. Select Set as default printer. ii. Click the Settings button to check the Font size and Margins. Change these as desired. iii. iv. The Graphic to print on receipt will be set to a default Thank You.bmp. To upload a new graphic click the Select button and locate the image file on your computer. Graphic files must be in.jpg,.jpeg, or.bmp format. v. Click Print Test Receipt. vi. If the image doesn't appear as desired on the receipt, edit the graphic margins as needed with the Top, Left, Height, and Width options. vii. Click OK. viii. Click OK to return to the Hardware Setup tab of the Options screen. b. Use standard full-size Windows printer or USB receipt printer: print from any USB printer, fullsize or receipt. USB printer drivers need to be installed for this setting to work. Most customers prefer this setting to Use specific USB receipt printer because the text on receipts prints darker. i. Install the USB printer drivers. The drivers are usually included on a CD with the printer, or they can be found at the manufacturer's website. Epson receipt printer drivers are also provided on Orchid Medical Spa Software's website: Do not connect the USB printer to the computer until after the drivers have installed and you are prompted to do so. Failure to do this may result in installation complications. ii. After the drivers are installed connect the printer to a USB port on your computer. iii. Make sure the printer is plugged in, turned on, and that the printer has paper. iv. Click the Select button and choose your printer from the drop-down list. v. Click the Settings button to check the Font size and Margins. Change these as desired. vi. The Graphic to print on receipt will be set to a default Thank You.bmp. vii. To upload a new graphic click the Select button and locate the image file on your computer. viii. Click Print Test Receipt. Chapter 1: Welcome - Page 10 / 20

13 Chapter 1: Welcome ix. If the image doesn't appear as desired on the receipt, edit the graphic margins as needed with the Top, Left, Height, and Width options. x. Click OK. xi. Click OK to return to the Hardware Setup tab of the Options screen. c. Use serial printer (no Windows driver needed): print from a printer connected through a serial port. When using a serial port receipt printer you do not need to install the Epson drivers. The printer driver is built into Orchid Medical Spa Software. If you are using a serial to USB cable the driver for the cable needs to be installed before the printer will print. i. Click the Settings button. ii. Enter the COM Port #. This is usually a value of 1, 2, 3, or 4. If you do not know the COM Port #, first try 1. If that does not work try 2, 3, 4, and so on. iii. The Baud Rate, Parity, Data Bits, and Stop Bits typically don't need to be changed from the default settings. Any different settings other than the default are provided by the printer manufacturer. iv. Enter the Paper width. v. Enter the Blank lines after each receipt. These will be the number of blank lines at the bottom of the receipt. vi. Enter the number of End of line characters, normally 10 and 13, where 10 is a line feed and 13 is a carriage return. vii. Enter the End of receipt characters and Delay between lines. These numbers are specified by the printer manufacturer. viii. Click the Print Test Receipt button to test the working printer settings. ix. If a receipt does not print repeat Steps ii through viii until a receipt prints. x. Click OK. xi. Click OK to return to the Hardware Setup tab of the Options screen. d. Use specific USB receipt printer (example: Epson TM-T88V): print through a USB receipt printer. USB printer drivers need to be installed for this setting to work. i. If you have not installed the printer driver already click the Install Driver button. ii. A message box will prompt you stating: "NOTE: You do not need to install this driver if you are using a serial printer. Are you sure you wish to continue?" If you are sure this is an Epson USB printer then select Yes. iii. You will be given two options for installing the USB printer driver: 1. Install USB printer driver from the Orchid Medical Spa Software CD: if you are installing from the CD make sure the Orchid Medical Spa Software CD is in the CD/DVD drive. Select Install USB printer driver from the Orchid Medical Spa Software CD and click OK. A list of drivers for your system will be displayed. Select the printer that you have from the list and click OK. 2. Install USB printer driver from the Internet: if you do not have the CD you can install the drivers from the Internet. Select Install USB printer driver from the Internet and click OK. This will take you to the web page with a list of drivers. Click on the Epson Receipt Printer Driver for Epson TM-T88III, T88IV and T88V printers link for the printer download driver setup file. After the driver setup file downloads, run the file. You will need to select your specific receipt printer from Chapter 1: Welcome - Page 11 / 20

14 Chapter 1: Welcome the drop-down list, as well as the USB connection type. iv. After the drivers are installed connect the printer to a USB port on your computer. v. Make sure the printer is plugged in, turned on, and that the printer has paper. vi. Click the Select button and choose your printer from the drop-down list. vii. Click the Settings button to check the Paper width. Change this as needed. viii. Click the Print Test Receipt button. ix. Click OK. x. Click OK to return to the Hardware Setup tab of the Options screen. 5. Text Settings: you can print custom messages and information at the top and/or bottom of each receipt by entering the information in the Text Settings section. a. In the white boxes below Top of Receipt Message and Bottom of Receipt Message enter in any messages you would like printed on the receipt, i.e. Thank You, your business name, or a seasonal message. b. You also have the option of adding the following additional information: Date Time Ticket Number Client First Name Client Last Name Client Number Client Balance Client Pre-Paid Service Balance Created By Loyalty Points Treatment Sessions Date Closed Date Created Client Address Client City Client State Client Postal Code Next 1-5 Appointment(s) All Upcoming Appointments c. Insert any of the previous listed items on your receipt: i. Choose where you would like to insert the information by left-clicking either the white box beneath Top of Receipt Message or in the white box below Bottom of Receipt Message. The box will change to yellow when it is selected. ii. Move the cursor to place you would like to insert the information. iii. From the drop-down list next to the Insert button, select the item that you would like printed on the ticket. iv. Click the Insert button and the item will be inserted on the receipt. d. Click the Other button to change the wording of how default information appears on the receipt, i.e. Employee, Total, etc. Chapter 1: Welcome - Page 12 / 20

15 Chapter 1: Welcome e. If you've made a mistake, click the Restore Default Text button to restore the receipt to its default settings. f. Click OK to return to the Hardware Setup tab of the Options screen. 6. Dual Currency: a second currency can be printed on receipts by entering in a conversion ratio. This feature is intended for countries that require dual currency amounts to be displayed on a customer's receipt. a. Enter the primary currency name in the Primary currency name field. b. Enter the secondary currency name in the Secondary currency name field. c. Enter the Conversion ratio. d. Click OK to return to the Hardware Setup tab of the Options screen. Pole Display: set up your pole display. 1. Choose your pole display in the Pole display drop-down menu. 2. Plug the pole display into a USB port on your computer. 3. Click Install Driver. 4. The Install Item screen will appear. 5. Choose to install the driver from the following options: a. Install pole display driver from the Orchid Medical Spa Software CD: if you are installing from the CD make sure the Orchid Medical Spa Software CD is in the CD/DVD drive. Select Install pole display driver from the Orchid Medical Spa Software CD and click OK. b. Install pole display driver from the Internet: if you do not have the CD you can install the drivers from the Internet. Select Install pole display driver from the Internet and click OK. This will take you to the web page with a list of drivers. Click on the Logic Controls Pole Display Driver for Windows link for the pole display download driver setup file. After the driver setup file downloads, run the file. 6. Click Show Test Message once the driver is installed to verify that the device works. 7. Click OK to return to the Hardware Setup tab of the Options screen. Options - Credit Card Processing Tab Orchid Medical Spa Software has the option of using integrated credit card processing. To use credit card processing you must purchase a credit card processing license. If you have not already done so please contact Orchid Medical Spa Software Software, Inc. at (800) to set up an account. See the Credit Card Processing Overview secion of the User's Guide to enable the integrated credit card processing. 1. Enable credit card processing: turn credit card processing on. 2. Hide credit card buttons on tickets screen: hides the credit card buttons on the tickets screen if you do not currently accept credit card transactions. 3. Show a pop-up message confirming the transaction was approved: shows a pop-up confirmation message after a successful credit card transaction. 4. Computer name or IP address: Computer name or IP address, typically available at the top left corner of the Orchid Medical Spa Software window. 5. Port #: the port connection of the credit card processor. Tips: you can customize how and if you would like tips to be available on tickets. Tips can be turned off for Chapter 1: Welcome - Page 13 / 20

16 Chapter 1: Welcome business that don't accept tips, customized for businesses that employ independent contractors, or modified for better use within the business. 1. Include a tip line only if one or more services are listed on a ticket: this option will only provide a tip line if a ticket features one or more services. If a ticket only features products then no tip line will be available. 2. Always include a tip line: this option always provides a tip line. 3. Never include a tip line: this option never provides a tip line. 4. Treat tips for independent contractors as direct tips for credit card transactions: this option is specific to those businesses that employ independent contractors. If independent contractors receive tips they will be treated as direct tips, or tips that are not added to the transaction. Options - Scheduling Tab Before modifying the Scheduling Options, select whether or not you want a service to display on the appointmenb book if the Quantity Used field is not 0. Scheduling: customize the way tickets are scheduled on the appointment book. 1. Click the Scheduling Options button. 2. The Ticket Options screen will appear. 3. You have the two options for each of the five scheduling features: a. Warn: warn users when they attempt to do the following scheduling option. b. Don't allow: don't allow users to do the following scheduling option. 4. Check or uncheck the boxes as desired for the following five options: a. Overlapping Appointments: this is sometimes called double-booking and refers to when two or more appointments are booked at the same time. b. Employee Not Working: if the employee the ticket is for is not scheduled to work. c. The Previous or Far Future Date: the date scheduled on the ticket is before today's date or more than two years into the future. d. Light Night/Early Morning: the time scheduled on the ticket is before 8:00 AM or after 9:00 PM. e. Service Limitations: an employee on the ticket is selected to perform a service which he or she cannot perform due to service limitations. 5. Click OK to return to the Scheduling tab of the Options screen. Drag-and-Drop: enable or disable the drag-and-drop settings. The Drag-and-Drop option allows you to take an appointment ticket in the appointment book and drag it over to a new time slot. Orchid Medical Spa Software gives you two options with this feature: 1. Enable drag-and-drop: turn Drag-and-Drop on or off. 2. Warn before allowing drag-and-drop: warn before an appointment is modified using the Drag-and- Drop feature. Appointment Book Auto Refresh Rate: customize how often the appointment book refreshes when running in a network environment or using remote access. 1. Select the desired Refresh rate from the drop-down menu: Chapter 1: Welcome - Page 14 / 20

17 Chapter 1: Welcome (Never) 5 seconds 10 seconds 30 seconds 1 minute 5 sessions 10 sessions 30 sessions 60 sessions Options - Tickets Tab General: customize how tickets are created and edited. 1. Click the Ticket Options... button. 2. The Ticket Options screen will appear. a. General Options Allow tickets to be voided: voided tickets are completely canceled. Allow closed tickets to be edited: tickets can be edited after they have been closed. Allow tickets to be deleted: tickets can be deleted, completely removing them from the database. Bring up the 'Edit Client Info' screen every time a ticket is closed: whenever a ticket is closed, the clients information is displayed and can be edited. Notify if a client has a birthday or anniversary within 5 days: a pop-up notification will be displayed when you create a ticket for a client who has a birtday within the next 5 days. Notify if a client has a balance (amount owed or amount credited): a pop-up notification will be displayed if you create a ticket for a client with a balance. Keep ticket history after a ticket is deleted: even if you have deleted a ticket, you will still be able to view a history of all changes made on that ticket. Remove History for Deleted Tickets Now: if you have Keep ticket history after a ticket is deleted enabled, this button is used to remove all history files associated with deleted tickets. This can be useful in reducing the size of your current database. b. Options When Creating a New Ticket Allow 'Walk In' to be selected when searching for a client: this will allow you to select 'Walk In' as a client to associate with a ticket. Do not prompt for the client's name. Always select 'Walk In' client: when creating a ticket, the client will automatically set to 'Walk In' instead of allowing you to search for/add a client to the database. If no employee is selected, use as the default employee: the 'Employee' column will default to the selected employee when adding a product or service to a ticket When Creating a new ticket, use the following as the date scheduled: this option allows you to select the default date that a ticket is scheduled for when create a ticket from the Tickets screen. You can choose from the following options: Today's date: use the current day as the default scheduling day when adding new Chapter 1: Welcome - Page 15 / 20

18 Chapter 1: Welcome tickets Tomorrow's date: use tomorrow as the default scheduling day when adding new tickets Last date entered: use the last day that a ticket was scheduled as the default scheduling day when adding new tickets This date: specify a date to be the default scheduling day when adding new tickets c. Options When Editing a Ticket Always base service/product commission on the full price of the service/product: effects whether or not a discount applied to a ticket is considered when calculating an employees' commission. Automatically update start times: automatically change the start times when editing tickets Show the 'Commission Based On' column: shows the Commission Based On column on tickets. This column can be removed for privacy purposes Show the 'Backbar' column: shows the Backbar column on tickets. This column can be removed for privacy purposes Require 'Referral' to be selected: requires the ticket to have the Referral field selected Require 'Created By' to be selected: requires the ticket to have the Created By field selected When selecting a service for a client that previously purchased the same service, use the price the client previously paid: if a client paid a previous price for a specific service other than the listed retail price, then they will receive that same price whenever they purchase that service again Warn when using a previous price: warn users when a client is paying a price for a service other than the listed retail price Prompt to rebook an appointment: a pop-up will be displayed when closing a client's ticket asking if you would like to book another appointment for the client 3. Click OK to return to the Tickets tab of the Options screen. Printing: customize how traveler tickets are printed. This does not affect the information printed on receipts. Traveler tickets are tickets that would be given to the client when they book their appointment. A copy may also be given to the employee providing the service for the client. 1. Click the Printing Options button. 2. The Printing Options screen will appear. 3. Check or uncheck the following boxes as desired: Address: prints the client's address on the ticket Client comment: prints any comments about the client on the ticket Client ID: prints the client's ID on the ticket Date of birth: prints the client's birthday on the ticket prints the client's on the ticket Employee's upcoming schedule: prints the upcoming schedule for the employee the client has the appointment with on the ticket First visit: prints the date of the client's first visit on the ticket Chapter 1: Welcome - Page 16 / 20

19 Chapter 1: Welcome History: prints the client's purchase history on the ticket Home phone: prints the client's home phone number on the ticket Last employee: print's the last employee the client was serviced by on the ticket Last visit: prints the date of the client's last visit on the ticket Mobile phone: prints the client's mobile phone number on the ticket Primary picture of client (if available): prints the associated picture of the client on the ticket Ticket comment: prints any ticket comments on the ticket Work phone: prints the client's work phone number on the ticket 4. Enter the number of previous products and services you would like to be printed on the ticket in the Print up to field. 5. Enter the preferred font size in the Font size field. 6. Click OK to return to the Tickets tab of the Options screen. Discounts: set up your discount standards. 1. Click on Discount Options button to access the Discount Options screen. 2. The Discount Options screen will appear. 3. If you have a normal maximum shop discount, check the box to the left of Limit discount amounts on products and services to and enter the maximum discount percentage in the field on the right. 4. If you would like to designate one or more employees not subject to the above limitation press the Selup Employee Permissions button. 5. This will open the Employee Passwords screen. Please see the section labeled Employee Passwords for information on setting up employee password protection. 6. When finished setting up the proper Employee Password settings, click OK to return to the Discount Options screen 7. Click OK to return to the Tickets tab of the Options screen. Rounding: Set up your rounding standards. 1. Click the Rounding Options button. 2. The Rounding Options screen will appear. Rounding enables you to Round Down or Round Off the ticket total currency figure to your choice of increment. 3. Round Down: Orchid Medical Spa Software will round the total down to the nearest dollar if under the set decimal amount, i.e. if you wish to round down totals like $7.09 to a straight $7.00, then enter $0.09 in the Round Down field. 4. Round Off: Orchid Medical Spa Software will round the total to the nearest decimal value, i.e. if you wish to round off $9.08 to $9.10 and $7.42 to $7.40, then enter $0.10 in the Round Off field. 5. Click on the Test Rounding button. 6. The Test screen will appear. 7. Enter a currency amount in the field at the bottom of the test screen and click the OK button to see the rounded figure. Since Orchid Medical Spa Software will round off totals after rounding down you should not have a value in the Round Off field when testing the Round Down function. 8. Click OK to return to the Test screen where you may repeat the rounding test procedure, or click Cancel to exit and return to the Rounding Options screen. 9. Click OK to return to the Tickets tab of the Options screen. Chapter 1: Welcome - Page 17 / 20

20 Chapter 1: Welcome Options - Clients Tab General: set up a general settings for clients. 1. Click the Client Options button. 2. The Client Options screen will appear. 3. In the Item name and Units fields you can enter in an item name and item units to associate with a specific service, i.e. the default item is Treatment and the default unit is Sessions. You can track the number of treatment sessions each client has purchased and the remaining sessions. 4. Enter a Default SMS Provider into the appropriate box as desired. 5. Check or uncheck the box Automatically check the "Do not send promotional s to this client" option when adding a new client as desired. 6. Enter the Default State, Default City, and Default Area Code that will automatically appear each time you make a new client entry. 7. Click the Set Default Phone Format button to select a desired format for telephone numbers. Click OK. 8. Click OK to return to the Clients tab of the Options screen. Pictures: open the picture manager and configure the way pictures are stored on your hard drive. See the Pictures Overview section of this User's Guide for complete instructions on managing pictures. 1. Click the Storage Options button. 2. The Storage Options screen will appear. 3. Select the Compression Level for JPEG pictures stored in your Orchid Medical Spa Software database. 100% is the best quality, but the largest file size. 0% is the smallest file size, but the worst quality. The recommended compression level is 80%. 4. In the Image Resizing section you can prevent your database from being bogged down by images that are too large. Make the appropriate selection. If image width is more than 1600 pixels, make the image width 1600 are the recommended settings. 5. Click OK to return to the Clients tab of the Options screen. Document Tracking: allows you to add unique documents required for all or most clients. 1. Click the Document Setup button. 2. The Document Tracking Options screen will appear. 3. Click the Add Document button. 4. The Add Document screen will appear. 5. Type in the Document name, i.e. Service Agreement or Legal Disclaimer. 6. Select a Document type from the drop-down menu. If the specific document type is not in the dropdown menu click the Edit button. 7. The Document Type screen will appear. 8. Click Add, Edit, Delete, and Add Blank as needed to customize the document types. 9. Click OK to return to the Add Document screen. 10. Click the Select button to select the document off your computer's hard drive. Click Open to associate the document. 11. Click OK to return to the Document Tracking Options screen. Chapter 1: Welcome - Page 18 / 20

21 Chapter 1: Welcome 12. Repeat Steps 3-11 for each document that you need to add. 13. You can use the Edit Document, Remove Document, and Open Document buttons to edit, remove, and/or open the document(s). 14. Click OK to return to the Clients tab of the Options screen. Options - Taxes and Other Tab Sales Taxes: configure product and service sales taxes. It is a good idea to check with a C.P.A. about your area's federal and local sales taxes. Certain countries or U.S. states/cities/counties may base the Sales Tax 2 amount off the ticket total plus the Sales Tax 1 amount, or they may base the Sales Tax 3 amount off the ticket total plus the Sales Tax 1 plus Sales Tax 2 amount. Check the appropriate COMPOUND TAX boxes if you would like to do this. 1. Check or uncheck the boxes as desired: Warn if tax saved on the ticket is different than stored taxes: warns the user if a ticket was created before the sales tax changes were made Warn if no sales tax information is entered: warn the user if sales tax has been set up, but no sales tax has been entered on a product or service 2. Select which country you are in. Depending on the country, your sales tax is exclusive or inclusive to the price. United States, Canada, Mexico (tax exclusive to price): 22 the tax amount is added on to the price of the product or service at the point of sale. This is done by multiplying the sales amount by the tax rate and adding that to the total, i.e. a product cost of $75 with a 33% tax would come out to $100, or $75 + ($75 x 33%) UK, Europe, and Australia (tax inclusive to price): the tax amount is included in the final cost of the product already, i.e. a product cost of $100 with a 25% inclusive tax would mean that the product was $75 and the tax on the product was $25 The amount of tax is calculated by the formula [Collected Tax] = [Gross]*T/(T+1) where T is the tax rate. When Orchid Medical Spa Software runs in VAT mode, the tax amount is recorded to 12 decimal places. This amount is saved in the database. The Totals report uses the 12 decimal tax information from the tickets. The tax amount on the tickets editing screen is not added to the total. While on the Ticket Information screen clicking on the tax amount displays the full (nonrounded) tax amount. 3. Click the Sales Tax Setup button. 4. The Sales Tax Setup screen will appear. 5. Enable each sales tax to be applied. 6. Enter the Name of this tax. 7. Enter the product and/or service tax rates. (You may enter 0% if a tax is not applicable). 8. Repeat steps 5-7 until all applicable sales taxes are entered. 9. Click OK to return to the Other tab of the Options screen. Security: configure security settings. Chapter 1: Welcome - Page 19 / 20